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A Public Sector Transition from EBS to Oracle Cloud ERP

10638

Raju Jampana Practice Director – Cloud ERP ServicesAST Corporation

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Agenda

• Project Overview• Project Methodology• Process Improvements• Training• Project Challenges• Questions

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City of Detroit – Project Overview

Background Source systems - R11.5.10 Fusion Cloud Version 11.1.10.0.0

Oracle Cloud ERP PBCS Applications

Oracle UPK and SOA (on premise) Pods – PROD, DEV, TEST SaaS Model Largest Public Sector Cloud ERP to go-live

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City of Detroit – Project OverviewFoot Print Oracle Financials

General Ledger, Accounts Payable, Cash Management, Accounts Receivable, Advanced Collections, Fixed Assets, Expenses

Projects Portfolio Management (PPM) Project Billing, Project Costing, Grants Management

Procurement iSupplier Portal, Self Service Procurement, Purchasing

Planning and Budgeting Cloud Services (PBCS) Business Intelligence Shared HR Service Oriented Architecture (SOA) User Productivity Kit (UPK) with Knowledge Center

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ApplicationApplication

PlatformPlatform

CustomizationsCustomizations

ApplicationApplication

CustomizationsCustomizations CustomizationsCustomizations

Consum

er

Consum

er

Service

Provider

Service Provider

IaaS Cloud

SaaS CloudPaaS Cloud

IT Professional Developer Business End User

Different Users

Project Overview – SaaS Cloud

Project Methodology

• Requirements Traceability Matrix (RTM) based• Agile Methodology

– Sprint 1– Sprint 2– Sprint 3– System Integration Testing (SIT)– User Adoptability Testing (UAT)

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Other Oracle Products Used

• Conversions– ADF Desktop Integration (ADFdi) – File Based Data Import (FBdi)

• Integrations– ADF Services (Web Services)– Business Intelligence (Outbound)

• Reporting– Oracle Transactional Business Intelligence (OTBI)– Business Intelligence (BI)– Oracle Smartview– Financial Reporting Studio (FRS)

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Process Improvements - General

• OTBI Reporting• Reporting/analytics functionality • With Oracle Cloud Transactional Business Intelligence

embedded analytics, role-based dashboards, and on-the-fly ad hoc reporting capabilities made data access and interpretation easier than ever before

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Process Improvements - General

• OTBI Reporting• Reporting/analytics functionality • With Oracle Cloud Transactional Business Intelligence

embedded analytics, role-based dashboards, and on-the-fly ad hoc reporting capabilities made data access and interpretation easier than ever before

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Process Improvements – General Ledger

• Smartview• Smart View is a desktop tool, available as a plug-in to MS

Excel. It is a more re-usable tool for your analysis – i.e. you can save your spreadsheet layout as a template for future use, and then refresh it with the latest GL balances whenever you reopen it. It can be used to construct ad-hoc analysis too, but is useful for inquiries that you perform regularly

• We have developed 60 plus CAFR reports using this tool

• Segment Hierarchies – Maintenance• Enables users to upload Segment values using FBDI (File based

data Import) tool

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Process Improvements – Payables

• AP Invoice Imaging• Centralized management of processes with pre configured

Dashboards for scanned invoices (paper-free routing of information)

• Enabled automated matching of invoices to purchase order receipts

• Shorter payment processing time enabled potential payment discounts

• Payables to General Ledger Reconciliation• System provided reconciliation reports made AP to GL

reconciliation easier than ever through identifying the differences

• Streamlined Invoice Processing• Invoice status dashboard is available in a graphical manner

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Process Improvements – Fixed Assets

• Asset Dashboard• Manage Assets from a single location, such as monitoring incoming

asset source lines from multiple systems (Projects or Payables), monitoring asset books, running depreciation and closing the period

• Balance the workload by assigning asset lines to preparers and ability to segregate source lines by Agency

• Increase productivity by exporting asset source lines to Excel to update large volume of asset data

• One Stop Shop for manager to orchestrate and accelerate period close

• Draft Asset Acquisitions/Retirements• Quickly add / retire assets with limited information and save

them as a draft to make sure you keep track of all assets and eliminate paper trails

• Complete asset information from a central page to prevent period close delays

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Process Improvements – Fixed Assets

• Month-End Close• Ability to create accounting in draft mode to facilitate accounting

reviews before the final version and there is no need to roll-back depreciation

• Reporting/Inquiries• Provides immediate, self-service user access to financial

reports online. Interactive reporting supports real-time expansions and drilldowns to underlying source transactions

• Online inquiry search criteria includes Descriptive FlexfieldValues

• GASB 34• Automated Fund accounting to meet GASB 34 requirements

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Process Improvements – Cash Management

• Streamlined Manual Reconciliation• Ability to view Bank Statement lines and system

transactions in a single view

• Create external transactions for reconciling items• Allowed creating missing transactions in Cash Management

to match to bank statement lines

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Process Improvements – Expenses

• Employee Self Service• Employees can request for Cash Advances and enter

Expense Reports

• City specific approvals• Provided the ability to configure Expense approvals based

on City specific business rules using AMX (Approvals Management Extension)

• Use of Credit Cards• Facilitates use of credit cards at the employee level

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Process Improvements – Receivables

• Transactions Dashboard• A new dashboard for showing incomplete invoices. This helps

the AR clerk to expedite invoice completion process. Any adjustments pending approval are automatically displayed

• Receipts Dashboard• A new dashboard displaying unapplied receipts, on-account

receipts. Lockbox receipts are displayed for validation and posting

• Smart Receipts/ Auto-apply receipts• Smart Receipts process recommends invoices based on best

potential matching using a calculated score

• Receivables to GL reconciliation• Streamlines reconciliation by displaying Sub ledger vs

accounted balance. Provides drill down functionality and exceptions are automatically identified

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Process Improvements – Advanced Collections

• Automated Delinquency identification– Automated delinquency identification creates prioritized work lists in the Collections

Dashboard, making it easy for collection agents to spend more time collecting and resolving account payment issues and less time organizing their work

• Detailed Customer Account information Dashboard

• The Customer Work Area provides summary and detail customer account information, giving you complete visibility to transactions, correspondence, payments, disputes and adjustments; notes written during previous collections activities; aging data and customer contacts – all in a single location

• Real time Aging

• The collectors can select any aging bucket dynamically and the aging will be shown on the dashboard in real time. The drill down from aging bucket to transaction details is also available

• Manage Disputes and Adjustments efficiently• Advanced Collections makes it easy to manage disputes at any level of granularity.

You can dispute specific invoice lines, line subtotals, invoice totals, percentages, tax or shipping lines instantly. You can drill-down to invoice line details to capture more information on the disputed amount. Integration with Receivables ensures that all stakeholders across the credit to cash process are using a single source of information

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Process Improvements – Procurement

• Self Service Procurement• Selection from Item Catalog for negotiated items on Blanket• Smart Forms pre-populated with Sourcing information for Services• Agreement (BPA/CPA) compliance using system controls• Automatically default Buyers on Requisitions based on Categories

• Supplier Registration & Self Service• Supplier Self-Service Profile Management• Reduction in Supplier inquiry calls through use of Supplier Portal

for PO’s, Agreements, Receipts, Invoices and Payments• Ability to communicate with all Suppliers utilizing Messages on

Supplier Portal

• Procurement Approvals• Ability to approve procurement documents (Requisitions and

Purchase Orders) based on City specific business rules

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Process Improvements – Procurement

• Self Service Procurement• Selection from Item Catalog for negotiated items on Blanket• Smart Forms pre-populated with Sourcing information for Services• Agreement (BPA/CPA) compliance using system controls• Automatically default Buyers on Requisitions based on Categories

• Supplier Registration & Self Service• Supplier Self-Service Profile Management• Reduction in Supplier inquiry calls through use of Supplier Portal

for PO’s, Agreements, Receipts, Invoices and Payments• Ability to communicate with all Suppliers utilizing Messages on

Supplier Portal

• Procurement Approvals• Ability to approve procurement documents (Requisitions and

Purchase Orders) based on City specific business rules

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Process Improvements – Procurement

• Self Service Procurement• Selection from Item Catalog for negotiated items on Blanket• Smart Forms pre-populated with Sourcing information for Services• Agreement (BPA/CPA) compliance using system controls• Automatically default Buyers on Requisitions based on Categories

• Supplier Registration & Self Service• Supplier Self-Service Profile Management• Reduction in Supplier inquiry calls through use of Supplier Portal

for PO’s, Agreements, Receipts, Invoices and Payments• Ability to communicate with all Suppliers utilizing Messages on

Supplier Portal

• Procurement Approvals• Ability to approve procurement documents (Requisitions and

Purchase Orders) based on City specific business rules

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Process Improvements – Training

• Extensive usage of UPK and Knowledge Center

• Class room based training and UPK training• Immersion Training for selected user group• Job Aids

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Project Challenges

Multiple initiatives with conflicting priorities Organizational restructuring HRIS Integration timing

Release and Patch Management Facilities and dedicated space SME availability and continuity Clearly defined reporting requirements Lack of Policies and Procedures

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Questions24

A Public Sector Transition from EBS to Oracle Cloud ERP